Work Order Scheduling

Set up View Details

On the Planning board above the calendar grid, you can choose between view settings to set up what you want to see on the calendar grid. You can change them anytime.

As seen on the screenshot below on the left side, you can choose between the following:

• Day: select to show or schedule work orders for today.
• Week: select to show or schedule work orders for the current week.
• 14 days: select to show or schedule work orders for the current and following week.
• 4 weeks: select to show or schedule work orders for the current and following 3 weeks.

As seen on the screenshot below on the right side, you can choose between the following:

• Detailed: choose between viewing work order job/line details or collapsing them which instead shows an icon with a tooltip.
• Weekends: choose between including weekends in the calendar grid.
• Rolling week: choose between viewing the weeks starting from today as the first day of the week, or view weeks starting from Monday or Sunday (depending on your setup).
• Fit to screen: toggle to fit the calendar to your screen better if needed.

Set up view details above the calendar grid.

Capacity

The Planning board is meant for manual planning of work order jobs/lines for which no additional tools or other capacity reservations are required to complete the job/line. Worker capacity is shown on the Planning board, next to the worker name.

Color codes are also used to show available capacity for a worker. Colors are shown at the bottom of a date field in the calendar area, as a horizontal line. Refer to the table below for more details.

If you're planning jobs that involve several workers, specific groups of workers, and tools, or if jobs/lines are to be scheduled across several dates, refer to the Split work order jobs/lines and Auto-split work order card or work order jobs/lines sections. If you schedule work for a worker, you can exceed number of work hours, compared to the calendar setup for the worker. If you exceed number of work hours for a worker, the day is marked with an orange line on the Planning board, and a note regarding 'no available hours' is shown on the work order. Example: Workers have been asked to work on a Saturday or Sunday, which is not part of their standard work schedule.

Color codes explained.

Schedule a Work Order or Work Order Job/Line

A planner can easily schedule and reschedule work orders to workers on the Planning board.

On the Mobile Client, the worker gets an overview of the jobs/lines scheduled to him or her in the list 'Work scheduled to me', which is available in the Work orders module.

1. On the Planning board, select the period you want to schedule work orders for.
   1. Select a period button - Day or Week or 14 days - as you require.
   2. On the calendar ribbon below the period buttons, select the period you want to schedule work orders for.
2. Select the work order or work order job/line you want to schedule in the work order list section on the right side of the screen.
3. Drag-and-drop the work order or work order job/line on the date to the worker who should complete the jobs/lines. Now, you've made a scheduling proposal.
   1. When you start to create a schedule proposal, the buttons Reset and Save are shown at the top of the screen, indicating you're in 'edit' mode and have not yet saved scheduling changes.
   2. In 'edit mode', the Workers list and the Calendar filters are inactive.
4. Select Save to confirm / commit scheduling proposals. The Reset and Save buttons disappear from the screen because you're no longer in 'edit' mode.
5. If you want to reschedule, drag-and-drop the work order or work order job/lines to another date and/or worker in the calendar view. Remember to save again to confirm rescheduling.

Delete Unscheduled Work Orders from the Planning Board

If you have work order jobs/lines that are unscheduled, you are able to delete them from the Planning board.

Setup

The setup can be done by going to:

1. Asset management/Enterprise asset management > Setup > Work orders > Lifecycle states/Stage.
2. On the left, go the lifecycle states/stages for which you want to delete unscheduled work order jobs/lines where the 'Allow scheduling' button is set to Yes in the 'General' tab.
3. In the 'General' tab, toggle the button 'Delete line' to Yes to be able to delete unscheduled work order jobs/lines on the Planning board.

As seen on the screenshot below, two work order jobs/lines on a work order are not scheduled. To delete an unscheduled work order job/line, click the trash can icon in the bottom right corner.

Click the trash can icon in the bottom right corner to delete a job/line from the Planning board.

Reschedule Work Order Jobs/Lines

When you've scheduled a work order or work order job/line in the calendar, there are several ways you can view job/line details or reschedule, if required.

Example: Two work orders have been scheduled for a worker, and an orange line is shown on the work day, indicating that the worker is overbooked, compared to his or her work time schedule.

Work order schedule on the planning board

Reschedule or Unschedule Work Order Jobs/Lines

1. In the calendar view, select the 'right arrow' button that states the number of schedules, to see related jobs/lines. The work order and all related jobs/lines are shown in the work order list section on the right side of the screen (see screenshot below showing the work order list section with WO-000102 expanded).
   1. If you want to delete the schedule for some of the work order jobs/lines included in the work order, select the blue button on a work order job/line in the work order list section.
   2. You can reschedule a work order job/line by selecting it from the work order list section and dragging-and-dropping it to another worker or date in the calendar.
2. Save your changes to confirm/commit scheduling proposals, or select the Reset button if you want to cancel the rescheduling proposal. Example: In the figure 'Reschedule to different worker', two work order jobs/lines from Work Order 000236 (shown in the figure 'Select a work order list') have been rescheduled to a colleague to solve the problem of overbooking.

Select a work order list.

Reschedule to different worker.

View Work Order Details and Job/Line Details

In the work order list section on the right side of the screen, you can select work orders and work order jobs/lines to view further details:

• Select a work order to expand it and show work order jobs/lines.
• Select a work order job/line to see job/line details.

Detailed and Collapsed View

In the calendar area, you can see details of scheduled work orders and work order jobs/lines, and you have more options for job/line scheduling. At the top of the calendar area, you can use the toggle button Detailed to view the details on the scheduled work order jobs/lines. If your turn off the button, the details will be collapsed, and you will instead see an icon with a tooltip. View further documentation for setting up view details.

On the right side of the Planning board, you can view all work order jobs/lines whether you are using the Detailed view or not.

• Select a work order to see work order details. A details window opens. On a work order with one work order job/line, the following actions are available:
  • Split work order jobs/lines
  • Auto-split work order card or work order jobs/lines
  • Plan on exact time
• If you select a work order with more than one work order job/line, you can Auto-split work order card or work order jobs/lines.

If you've made a scheduling proposal but have not yet saved the changes, and you leave the Planning board module to continue work in another module on the Mobile Client, the changes are saved in cache and will be shown when you return to the Planning board module. The unsaved schedule proposal will only be available on the current device, meaning the scheduling proposal will not be shown if you log in on another browser, or another mobile device or computer.

Note

The company selected in Dynamics 365 for Finance and Operations provides the basis for the dates and times of work order job/line schedules. For example, scheduling a work order job/line to 7am means 7am in the time zone of the selected company. All dates and times are stored in UTC format in Dynamics 365 for Finance and Operations.

Go Directly to a Work Order from the Planning Board

When you open a details popup, you can go to Open Details button in the right corner, which will then open the work execution mobile application and go to the work order details page for the work order, work order job/line, or work order schedule in question.

Example: Go to Open Details button to open the work order details on the work execution mobile application.

Split Work Order Jobs/Lines

During scheduling, you can split a work order job/line schedule on the Planning board. This means one job/line schedule is split in two.

Example 1: The split functionality may be useful if you have a large job/line with many planned work hours that you need to break down and allocate to different workers on different dates.

Example 2: You may have a job/line shown as one work order job that requires two workers to be completed.

1. On the Planning board, select the work order job/line you want to schedule and click Split.
2. A pop-up window is shown where you can split the work order job/line across multiple days and specify the number of hours that will be spent doing the work on the different days. The number of forecasted hours is shown, but you can add more work hours to each work order job/line, if required. See the screenshot below.
3. Select Save in the pop-up window to confirm the split of jobs/lines.
4. You can move the jobs/lines to different dates and schedule to different workers.

Note

If necessary, you can split a work order job/line several times, following the procedure above.

Split work order job/line across multiple days.

Merge Scheduled Work Order Jobs/Lines that Were Previously Split

If required, you can merge work order jobs/lines from the same work order after you've split them.

Example: You split a work order job/line in two work order jobs/lines and scheduled them for two workers, but now, one worker has been allocated to other jobs/lines. Therefore, you want to reschedule one work order job/line to the not-so-busy worker. When you drag-and-drop the split work order job/line to reschedule, a message is shown, informing you that you can merge the schedules (because they come from the same work order job/line). Select OK if you want to merge the jobs/lines to become one work order job/line.

Note

The merge functionality can be used for work order jobs/lines if you've used the Split work order jobs/lines or Auto-split work order card or work order jobs/lines functionality.

Auto-split Work Order Jobs/Lines

part from using the split work order functionality described in the previous chapter, the Planning board also has an auto-split function, meaning you can split a work order card or work order job/line into several work order cards or work order jobs/lines. Hours are divided evenly according to available capacity for the worker.

Example: A work order job/line contains many work hours, for example 30 hours, and you want to schedule the job/line for the worker on several days and use all available capacity for that worker.

1. First, consider the total number of work hours you're going to split. In order to split a larger number of work hours, for example 20 or 30 hours, ensure that you have a period shown on the screen that includes available capacity. Use the Calendar filter to select an appropriate filter and period.
2. On the Planning board, select the work order card you want to schedule and auto-split.
3. Drag-and-drop the work order card to the first date that the worker should start working on the job/line.
4. Select the work order card, and select the Auto-split button. Work hours are evenly distributed on several work days, according to available capacity for the worker.

Note

If the period shown on the Planning board does not have enough capacity for all hours, the remaining hours are shown on the last available date on the screen. In that case, either use the split work order jobs/lines functionality to distribute the remaining work hours to the same or other workers. Or, you can continue to use the auto-split work order functionality and select a longer period to be shown on the screen. You must save your changes before you can change the period view on the screen.

If a worker has a work day from 8am to 4pm and already has a scheduled job/line from 10am to 11am, automatic scheduling is done from 11am onwards. If you want to make a schedule from 8am to 10am, that scheduling must be done manually by planning on exact time.

Planning on Exact Time

When you schedule work order jobs/lines as described above, they are added to a worker's work day in the sequence they are scheduled. The first job/line begins when the worker starts the work day, according to his or her work calendar. Subsequent jobs/lines are added sequentially to the work day. This means that the start time of a job/line is the next available time. An orange line is shown under the worker's name if the worker is overbooked, compared to the work calendar.

It's possible to schedule work order jobs/lines in more detail on the Planning board, meaning you can change duration and scheduled start time on a work order job/line. This detailed planning can be done when you have first scheduled a work order job/line to a worker, as described in the Schedule work order jobs/lines and Reschedule work order jobs/lines or view job/lines details chapters.

1. On the Planning board, select the planned work order job/line. The details view of the work order job/line opens.
2. At the bottom of the pop-up window, you see scheduled start time and duration in the Start and Duration fields. Edit those fields as you require.
3. Save the changes.

Note

If you use planning on exact time functionality on the Planning board, be aware that if you change scheduled start time for a work order job/line, other jobs/lines are not automatically updated if they overlap.

Create Planning Notes

You can add virtual notes on the Planning board for specific workers on specific dates. A planning note is typically used by a planner to remember deviations on the current day for a worker, compared to the worker's standard work time schedule.

Example 1: A worker is busy a part of the day, participating in a department meeting.

Example 2: A worker calls in sick in the morning, and the planner creates a note to remember not to allocate any jobs/lines to the worker on that day.

1. In the Planning board calendar, find the worker and the date you want to create a note for. Select the date field, and select the note button that appears.
2. In the Notes pop-up, select a Category.

Note

The Category field is only available if planning note categories are set up in the Dynaway mobile module.

3. Select Start time and enter Duration of the meeting or event.
4. Add Notes as you require.
5. Select Save to add the note to the calendar.
6. Select Save on the Planning board to update it.
7. If you want to delete a note, select it on the Planning board, and select the Delete button. Then select Save on the Planning board to update it.

Note

In general, a planning note is used for worker-specific information that the planner must remember. If your company uses Time and Attendance functionality in Dynamics 365 for Finance and Operations, planned absence registrations are automatically shown on the Planning board.

Validate Scheduling

When you use the Planning board, it provides flexibility in terms of planning. For example, you're able to overrule calendar setup if you've called workers to work on a Sunday, at a time when they are not normally at work.

When you schedule a job/line to a specific worker on the Planning board, you make a scheduling proposal, which is validated. You see a warning on the screen if scheduling conflicts occur, for example:

• The worker calendar is not open / no available work time.
• The worker is scheduled to work on other jobs/lines.
• The worker does not have the skills or certificates required to do the job/line.
• The worker is not set up with the trade and related certificates required to do the job/line.
• The same job/line is scheduled multiple times to the same worker on the same start date and time.
• The asset/object has other reservations.
• Scheduling date and time are in the past.

Highlight Work Based on Work Order Pool

You can reschedule work based on a work order pool which is highlighted on the Planning board. This gives you an overview of all the work you can reschedule within a work order pool.

Filter the scheduled work you want to view based on one or more work order pools.

To set up this functionality, go to:

1. Setup > Module configuration > Planning board > work order pool filter
2. Set up a user or a user group and set the parameter value to 'true'.
3. You will now see the filter at the top of the Planning board. Refer to the screenshot below.

Start rescheduling work

1. Click the Work order pool filter button at the top of the page to open a dialog from which you can choose one or more work order pools.
2. When choosing one or more work order pools, all other scheduled work will be in a temporary read-only mode shown in a faded color on the Planning board grid. However, you can still work with the planning notes. See the screenshot below.
3. The selected Work order pool is shown above the grid, which specifies which Work order pool is highlighted on the Planning board grid. See the screenshot below.
4. Remove Work order pool filters by clicking the Work order pool filter button at the top and deselect Work order pools.

After setup, the filter is visible from the top of the Planning board.

The work in the selected Work order pool is highlighted on the Planning board grid. The work that isn't part of the selected Work order pool is shown in a faded color.

The name of the highlighted Work order pool is shown above the grid.